1. Travel Arrangements Standard Grade Administration

2. Travel & Accommodation Arrangements Who is responsible for organising travel arrangements? The TRAVEL ADMINISTRATOR (sometimes known as a Travel Co-ordinator). Many businesses also use the services of Travel Agents. Why do business people need to travel? To attend meetings To attend conferences To attend training courses To visit customers To visit other branches

4. Methods of Transport

11. Where can you find travel information? MAPS Maps of major cities and towns in the UK and abroad HOTEL DIRECTORIES Provides information on hotels, eg star rating, facilities, costs TRAVEL GUIDES Information on geographical areas – especially for international travel eg, Currency and time zones HOTEL GUIDES Information on chains of hotels (Travel Inn, Hilton etc) – facilities and locations etc TRAVEL AGENTS For additional help and advice, may be able to offer discounted fares for repeated bookings INTERNET Up-to-date information on a range of travel issues, eg bookings, reservations, on-line timetables, and hotel information. TIMETABLES For trains/flights – eg Scotrail Timetable, Easyjet/British Midland etc

13. Example of a Travel Booking Form TRAVEL BOOKING FORM Reference No: BA/123L To: British Airways Tel: 0201 764 8642 Please book the arrangements detailed below for: Jack Smith Authorised by: Claire Stevenson Position: Travel Administrator Date: 12/06/04 MGS Enterprises Edinburgh London 1835 hours 12/08/04 £117.50 Return Ticket London Edinburgh 0821 hours 10/08/04 Cost Details To From Time Date

14. ACCOMMODATION BOOKING FORM Reference No: BA/123L To: Capital Hotel, Mayfair Lane London 0201 530 0000 Please book the arrangements detailed below for: Jack Smith Authorised by: Claire Stevenson Position: Travel Administrator Date: 12/06/04 Example of an Accommodation Booking Form MGS Enterprises £65 per night (£130) Single Room, Smoker, Vegetarian meals, telephone point & fax machine 2 10/08/04 Cost Room Requirements No of Nights Date of Arrival

16. ITINERARIES An itinerary is a summary of the intended travel arrangements and provided details of the activities that an employee will undertake during their time away from the office

17. Itinerary of Jack Smith Visit to London on 10 August 2004 Tuesday 10 August 2004 0651 hours Check in at Edinburgh Airport for flight BA 123/L 0821 hours Flight BA 123/L departs 0935 hours Arrive London Stanstead. Collect Hire car from SIXT CAR HIRE (Ref – MGS/Smith) Make way to London Arena for Sales Exhibition 1100 hours Exhibition starts 1600 hours Exhibition finishes Make way to Capital Hotel, Mayfair Lane, Tel – 0201 530 0000 1930 hours Dinner in Capital Hotel with London Office Managers Example of an Itinerary Name of person travelling Where & When they are going Time of appointments, meetings, etc 24 HOUR CLOCK Details of appointments, meetings, travel arrangements, hotel addresses etc MGS Enterprises

18. Travel Documentation What items do you need? PASSPORT E111 FORM (free medical treatment) VISA – needed for entry into certain countries MAPS – for planning journey Contact Details – names, addresses, telephone numbers VACCINATION FORMS DRIVING LICENCE INSURANCE – for unforeseen circumstances CREDIT CARD – safer alternative to cash

19. Paying for Travel

23. Whenever the business traveller pays for goods and services during the trip, it is important that he/she keeps an accurate record of what has been purchased and the cost of the items. Method of Purchase Record of Purchase Cash Receipts Credit Card Copy of Sales Voucher/Credit Card Statement Travellers Cheques Record of cheque numbers On returning from a business trip the traveller will wish to claim back any money they have spent on business expenses. In order to do so the traveller will have to complete an Expenses Claim Form. The Administrator will check that all receipts/sales vouchers have been attached, as well as checking the description of the goods bought and that the amounts on the receipt match the amount being claimed for. The Administrator will also double check the addition. Once the Expenses Claim Form has been checked and verified the employee may receive either a cheque for the expenses or find that it has been paid directly into their bank account.

24. EXPENSES CLAIM FORM EMPLOYEE DETAILS DETAILS OF TRIP Attending an Exhibition and meetings with other Sales Managers in London. (10 August – 12 August) Please ensure that all receipts are attached to this form. Failure to do so may result in late or non-payment of expenses. Amount Claimed Receipts Checked TOTAL £284.50 Signed Jack Smith Date 13/08/04 Authorised by Claire Stevenson Employee details and details of the trip Details of expenses incurred MGS Enterprises Sales & Marketing Sales Manager Jack Smith Department Job Title Name  £10.00 Other Expenses Details: Petrol for Hire Car  £27.00 Meals Details: Dinner in Hotel  £130.00 Accommodation Details: Capital Hotel No of nights 2 @ £65 per night Travel by Private Car Details: N/A Mileage @ per mile  £117.50 Travel by Air/Sea/Rail Rtn flight to London Stanstead